SENIOR ADMINISTRATIVE ASSISTANT

Organizational Context

This role is within the One Executive Office (One EO) of the UN Secretariat's Department of Operational Support in New York. One EO is consolidating administrative functions as part of the UN80 reform. It provides comprehensive administrative and operational services, including HR, finance, travel, and general support, to New York-based Secretariat entities. This specific position is within the Specialized Travel Desk.

Job Purpose

The Administrative Assistant provides essential administrative and operational support to client entities, focusing on the certification of individual, group, and conference travel, as well as procurement and related activities within the Specialized Travel Desk. This role is crucial for ensuring the smooth functioning of administrative services within the One Executive Office, supporting the UN's mission by facilitating travel and procurement processes efficiently. The position contributes to the effective delivery of services by managing budgets, monitoring expenditures, preparing financial reports, and ensuring compliance with UN policies and procedures. The role also involves general administrative tasks, contract management, and potentially guiding junior staff, all aimed at supporting the operational needs of Secretariat entities and contributing to the overall efficiency of the department.

Responsibilities

Manage and execute administrative tasks for the Specialized Travel Desk, ensuring compliance with UN policies and intergovernmental decisions. This includes certifying individual, group, and conference travel, and handling related procurement activities. Responsibilities encompass budget and finance support, such as assisting in work program and budget preparation, monitoring expenditures, preparing financial reports, and reviewing requisitions. The role involves managing extra-budgetary resources and acting as a Certifying Officer for travel and other commitments. General administration duties include data collection and analysis for reporting, supporting audits, providing guidance to other staff, resolving issues, and coordinating with internal units. Additionally, the position assists in contract administration, processing vendor payments, and managing purchasing requests, contributing to the overall operational efficiency of the department.

Work Experience

A minimum of ten years of experience in finance, budget, accounting, or administrative services is required. Experience with ERP systems like Umoja and relevant software is necessary. Experience managing extrabudgetary resources/trust funds, within the UN system, and in data analysis using tools like Power BI is desirable.

Skills

Professionalism, Teamwork, Client Orientation, Planning & Organizing, data analysis, budget management, financial administration, travel certification, procurement support, ERP systems, UN policies and procedures.

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